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Special Events Manager

4 months ago

Saratoga, United States teamworkonline Full time

For more than 20 years, AEG has played a pivotal role in transforming sports and live entertainment. Annually, we host more than 160 million guests, promote more than 10,000 shows and present more than 22,000 events around the world. We are committed to innovation, artistry, and community, and leverage the power of our 300+ venues, leading sports franchises, marquee music brands, integrated entertainment districts, premier ticketing platform and global sponsorship activations, to create memorable moments that give the world reason to cheer. 

Our business is interwoven with the human mind and heart, and we strive to build a diverse and inclusive company that reflects the artists, athletes, and fans that we host; reach beyond traditional boundaries to support the communities in which we operate; and minimize our impact on the environment by adopting sustainable practices throughout our business operations. 

If you want to be challenged to up your game and make a difference, then join us in giving the world reason to cheer

A Brief Overview

The Special Events Manager will oversee operations and perform management functions for special events including but not limited to private/corporate events, press conferences, fundraisers, ceremonies and galas at designated venue(s). They will be responsible for working with the General Manager, Sales Manager, and client to ensure all special event needs are met, including generating estimates and invoices, working with the venue teams to advance special events, and ensuring the client contract is properly fulfilled within the event budget. This position will work closely with staff to provide a high-level of customer service to ensure a friendly, safe environment at all special events.

Essential Functions:

  • Oversee walk throughs with both potential and contracted clients, coordinating with venue departments as appropriate.
  • Act as primary point of contact for rental event clients from start to finish once contract is signed, including generating estimates and invoices and executing final settlements of each event. Identify upsell opportunities during the active planning process once event is contracted.
  • Work with Operations and Production Managers to create budgets and estimates for events. Assist Sales Manager with proposals and building/approving floor plans as needed.
  • Work with venue managers, clients, and vendors on all details related to the event including, but not limited to, audio/video needs, furnishings, staffing needs, set up, deliveries, and scheduling. Send out event details in advance of event to all appropriate contacts. Schedule advance calls as needed.
  • Responsible for collecting and tracking COIs, as well as working with client on COI related questions.
  • Work closely with sales manager(s) on any major changes to original contract outline. Identify any challenges or issues that may seem outside of agreed upon terms.
  • Coordinate with in-house and/or third- party catering as needed. Assist with load in and load out details and ensure compliance to any venue rules and regulations for third-party caterers.
  • Must be onsite to oversee special events from load in through load out, coordinating with Operations, Production, and Food and Beverage Managers on updates, changes, or client needs throughout the event process.
  • Generate and collect on invoices as specified within the contract. Escalate unpaid invoices approaching deadlines as needed.
  • Update venue sales tracker and monthly gross sales tracker as needed.
  • Where applicable, may be asked to generate holds, offers, and/or settlements in Elvis.

Required Qualifications:

  • BA/BS Degree (4-year)
  • 4-6 years Of related work experience.
  • Previous experience managing private events.
  • Experience in venue and events operations, hospitality, and contract fulfillment.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook); and ability to learn required business systems
  • Exceptional Customer Service skills and an ability to interface clients, management, tenants, and other highprofile persons.
  • Strong written and verbal communication skills.
  • Previous management experience with strong leadership and problem-solving skills.
  • Strong organizational and project management skills with the ability to multitask and prioritize work load.
  • Ability to work calmly in a fast paced or high pressure environment.
  • Budgeting and inventory experience.
  • Ability to handle cash and checks, figure sums, and provide expense reports.
  • Ability to work flexible schedule including nights, weekends, and holidays

Pay Rate: $73,474.50

Our people are passionate about what they do, the product they sell, and the customers they serve. If you're looking for an opportunity to be a part of a work family that values collaboration, innovation and dedication, we're the right company for you. AEG reserves the right to change or modify the employee’s job description whether orally or in writing, at any time during the employment relationship. AEG may require an employee to perform duties outside his/her/their normal description.